HMIS Project Set-Up 101 Presenters Joan Domenech, Corporation for - - PowerPoint PPT Presentation

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HMIS Project Set-Up 101

Presenters Joan Domenech, Corporation for Supportive Housing (CSH) Brian Roccapriore, The Cloudburst Group

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About NHSDC

The National Human Services Data Consortium (NHSDC) is an organization focused on developing effective leadership for the best use of information technology to manage human services. NHSDC provides information, assistance, peer to peer education and lifelong learning to its conference participants, website members and other interested parties in the articulation, planning, implementation and continuous operation of technology initiatives to collect, aggregate, analyze and present information regarding the provision of human services. NHSDC holds two conferences every year that convene human services administrators primarily working in the homeless services data space together to learn best practices and share knowledge. The past 3 events have been put on with HUD as a co-sponsor. Learn more on our web site www.nhsdc.org. After this virtual conference is over, NHSDC will be sending out a survey to learn about your

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6 Which of the following roles represents you?

• HMIS Lead
• HMIS System Admin
• HMIS Trainer
• CoC Lead
• CE Lead

Poll

7 How long have you been in that role?

• Less than 6 months
• 6-12 months
• 1-2 years
• 2-3 years
• 3+ years

Poll

Meet the presenters: Joan Domenech

• Program Manager, Corporation for

Supportive Housing (CSH)

• Current areas of work: Unsheltered

Homelessness TA, COP Data Quality, HMIS NOFA TA, Performance Management.

• Previous areas of work : Justice System,

Coordinated Entry, HMIS, Data. 8

Meet the presenters: Brian Roccapriore

• Senior Technical Assistance Provider
• The Cloudburst Group
• Oversees homeless programs and data

analytics work

• Previously: 6 years as HMIS Lead in the

State of Connecticut 9

Learning objectives

• Understand the fundamentals of HMIS project set up and the importance of

project set up for required reporting

• Understand HUD and Federal Partner project set up and data collection

requirements (CoC, ESG, HOPWA, PATH, RHY, VA)

• Learn about resources available for project set up (documentation and SMEs)

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Services provided

Lodging/non lodging

How the services are funded What we want to know about participants?

Project Type Programs UDE’s

RHY CoC ESG HOPWA VA PATH

HMIS Project Type

Street Outreach

Street Outreach

Supportive Services Emergency Shelter – Shelter Operations Emergency Shelter – Essential Services Permanent Housing (PH) Emergency Shelter - Renovations

Emergency Shelter

Homelessness Prevention

Homelessness Prevention

Permanent Housing TBRA Permanent Housing Facility-Based Transitional Housing (TH) Short Term Housing (STH) Hotel/Motel (H/M Housing Information (HI) Permanent Housing Placement (PHP) Short Term Rent, Mortgage, Utility Assistance (STRMU)

PH – PSH Transitional Housing PH – RRH Services Only

Safe Haven

Safe Haven

Joint TH and PH-RRH

PROGRAMS

PROGRAM COMPONENTS

Programs Project Types

CoC Program Components

Permanent Housing (PH)

• PSH
• RRH

Supportive Services Only (SSO) Transitional Housing (TH) Homelessness Prevention (HP) TH-RRH Joint Component

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CoC Program Components

HOPWA Program Components

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RHY Program Components

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PATH Program Components

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ESG Program Components

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VA Program Components

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Project Set Up Resources: Federal Partner Program Manuals

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General Information Manual Continuum of Care (CoC) Program CoC Program – HMIS Manual Project Set Up Joint Component Emergency Solutions Grants Program ESG Program – HMIS Manual Housing Opportunities for Persons With AIDS HOPWA Program – HMIS Manual Projects for Assistance in Transition from Homelessness (PATH) PATH Program - HMIS Manual Runaway & Homeless Youth RHY Program – HMIS Manual VA SSVF VA Program – HMIS Manual https://www.hudexchange.info/programs/hmis/ HUD HMIS Main page-

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What does PDDE stand for ?

Overview of PDDEs

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PDDE’s ?

PDDE’s are the building blocks of an HMIS. They enable the HMIS to:

• associate client-level records with the various

projects that the client will enroll in

• clearly define the type of project the client is

associated with the entire time they received housing or services

• identify which federal partner programs are

providing funding to the project

• track bed and unit inventory and other information,

by project

Required PDDEs: Data Collection

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The following Project Descriptor Data Elements are required for project setup in HMIS: 2.01 Organization Information 2.02 Project Information 2.03 Continuum of Care Information 2.06 Funding Sources 2.07 Bed and Unit Inventory Information

PDDEs and HMIS Project Set Up

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• One of the most critical steps in accurate data collection and reporting is

ensuring that a project is set up properly in an HMIS.

• If project setup is done incorrectly, this will jeopardize the ability to produce

accurate, reliable reports.

• Project set up for any project that receives funding from any of the HMIS

federal partners must be consistent with the a) HMIS Data Standards Manual and b) the applicable HMIS Program Manual for the funding source.

Data Collection: Universal Data Elements

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UDE’s

Data elements which all HMIS participating continuum projects are required to complete. Universal Identifier Elements

• Name • Social Security Number • Date
• f Birth • Race • Ethnicity • Gender •

Veteran Status Universal Project Stay Elements

• Disabling Condition • Project Start

Date • Project Exit Date • Destination • Relationship to Head of Household

• Client Location •Housing Move-in Date
• Prior Living Situation

The basis for producing unduplicated estimates

• f the number of people experiencing

homelessness, accessing services from homeless assistance projects, basic demographic characteristics of people experiencing homeless, and patterns of service use, including information on shelter stays and homelessness

• ver time.

A note on 2.03 and 3.16

• “Projects that Operate in Multiple CoCs” section of the HMIS Data Manual

(FY2020) explains the general set up for projects serving multiple CoCs.

• 2.03 records the CoC(s) in which the project is funded to operate
• 3.16 is about which CoC (if multiple) the client is ‘tied to’ in that project for

reporting purposes

• Both elements help CoCs report accurate data about clients served by

projects funded to operate in their CoC – if your 2.03 or 3.16 data leaves someone out of being reported – you need to revise your data collection and project set up practices

• A few examples…

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A note on 2.03 and 3.16

29 Example: Tenant-based rent assistance where a client is housed in another CoC’s market rate unit

CoC A CoC B

HMIS Client’s market rate apartment Site (2.03) Client (3.16)

A note on 2.03 and 3.16

Example: One grant funding residential projects in multiple CoCs and grantee is entering data into only one CoC’s HMIS

CoC A CoC B

Site (2.03) Client (3.16) HMIS HMIS Site (2.03) Client (3.16)

Program Specific Data Elements (PSDE)

• Program-Specific Data elements provide information about the

characteristics of clients, the services that are provided, and client

• utcomes.
• Some of the program specific data elements are collected across all federal

partner programs. Others are limited to a single federal partner program

• r even further to a single component of one of the federal partner

programs.

• Now includes the new Coordinated Entry data elements!

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Data Collection: Some Similarities and Differences by Program Component

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Common across Federal partners

4.02 Income and Sources 4.03 Non-Cash Benefits 4.04 Health Insurance 4.05 Physical Disability 4.06 Developmental Disability 4.07 Chronic Health Condition 4.08 HIV/AIDS 4.09 Mental Health Problem 4.10 Substance Abuse 4.11 Domestic Violence 4.12 Current Living Situation 4.13 Date of Engagement 4.14 Bed-Night Date 4.19 Coordinated Entry Assessment 4.20 Coordinated Entry Event

• Date of Engagement
• ---Street Outreach, ES night by night, and

Service Only projects

• Coordinated Entry Event
• ---All HMIS Project Types depending on

design of Coordinated Entry System.

Differences

Single CE project accessible by 1 or more partners Single CE project accessible by 1 or more partners Single CE project accessible by 1 or more partners Multiple CE projects set up for different sites

• r phases of

the process “Catch All” CE project setup to supplement existing data collection TH ES SO RRH PSH TH ES SO RRH PSH TH ES SO RRH PSH TH ES SO RRH PSH

Coordinated Entry Setup

Only one CE project in HMIS No CE project in HMIS

Single Coordinated Entry Project in HMIS

Triage Housing Assessment PH Referral Crisis Bed Referral TH ES SO RRH PSH Crisis Assessment PH Move-in Problem Solving 4.19 Rest of UDEs 4.19 4.20 4.20 4.20 3.11 3.12 3.10 3.917 4.12 UDEs

Coordinated Entry Setup

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Coordinated Entry Setup

CE Project for non-participating projects

Permanent Housing Emergency Shelter or Transitional Housing PH Referral Street Outreach Crisis Assessment Problem Solving 4.19 Rest of UDEs 4.19 4.20 4.20 4.20 3.11 3.12 3.10 3.917 4.12 UDEs Triage Crisis Bed Referral Housing Assessment PH Move-in Crisis Bed Referral Housing Assessment PH Referral

Project Set Up Peer Learning – Using Chat

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Do you have any insights or lessons learned around project set up and reporting that you can share with the group in the chat?

Poll

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I have an organization with an ESG funded shelter and street outreach program. Can I set that up as

• ne Project?
• Yes
• No

Poll

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Are all projects required to collect UDEs?

• Yes
• No

Poll

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Can a CoC funded VSP provider use your HMIS if no other program can see their data?

• Yes
• No

Project Set Up Things to Consider

• Consult with the organization administering the project and the CoC Lead

Agency

• No single project in an HMIS may have more than one project type!
• Data collected on a client, other than basic client info (e.g. Name, SSN, DOB,

etc.) must be attributed to a specific project and a specific collection point (entry, exit, update, annual assessment) for reporting.

• Project reporting requirements
• If you have the ability to “customize” the fields in your HMIS you MUST be sure

that all the elements required by a funder are present in that project set-up and that any custom fields are “mapped” if necessary to the appropriate response

• categories. You must work with your vendor to ensure this is done correctly

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Example of a project set up procedure…

41 Interested Participating project sends request and fills

• ut project set

up questionnaire Agency, CoC and HMIS Lead meet and go over Project set up questionnaire HMIS Sys Admin creates project in HMIS Agency receives training and access to Project

New Agency Setup Form Example - Connecticut

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Project Set Up Resources

HMIS Data Standards Dictionary

• Detailed information required for system programming of each HMIS element

and the responses required for an HMIS software HMIS Data Standards Manual

• Data collection instructions for the Project Descriptor Data Elements,

Universal Data Elements, and the common Program Specific Data Elements HMIS Federal Partner Program Manuals

• Contain specific and detailed information on project setup for each of the

federal partners participating in HMIS

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Fundamentals of Project Set Up

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• HMIS System Administration Training: HUD Programs Set-up

Participants will learn: About the technical guidance needed by HMIS Lead agencies and HMIS System Administrators to set up HUD funded projects correctly in their HMIS.

• RRH Bed and Unit Inventory Info

Project Set Up 201 session will cover Examples for project setting up a project:

• that is a SSO
• with affiliated housing
• with multiple funding sources

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How can I be sure my projects are set up correctly in HMIS for each funder and reporting requirement?

Project Set Up 201 session will cover more in depth example

• n how to use the project set

up tool

Project Set Up Tool Scenario

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Project 1 – CoC Rapid Re-Housing Project 2 – ESG Rapid Re-Housing

Project Set Up 201 session will cover more in depth scenarios for using the project st up tool

Project Set Up Tool Scenario

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Project 1 – ESG Rapid Re-Housing Project 2 – ESG Homelessness Prevention

Project Set Up 201 session will cover more in depth scenarios for using the project set up tool

Resources

• SNAPS Data Strategy:

https://files.hudexchange.info/resources/documents/SNAPS-Data-TA-Strategy- to-Improve-Data-and-Performance-Overview.pdf

• HMIS Lead Series Products:

https://www.hudexchange.info/programs/hmis/hmis-guides/#hmis-leads-and- governance

• HMIS Leads & Administrators Hub – email hmis@cloudburstgroup.com to sign

up

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COVID-19 HMIS Resources

• HUD Resources and Community Examples:

https://www.hudexchange.info/resource/5994/covid19-hmis-setup-and-data- sharing-practices/

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Project Type Changes 5 Project Closures, Consolidations & transferring 6 Reporting 7 Comparable Database 8 PDDEs 1 Multiple Funding Sources 2 New/demo funding sources 3 Multiple Sub recipients 4

Project Set Up 201 Session Overview Common Project Set Up Challenges

Resources

When in doubt, STOP and Ask A Question:

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To submit a question to the HMIS AAQ portal: Select “HMIS: Homeless Management Information Systems” in the “My question is related to” drop down list on Step 2 of the question submission process.

Questions?

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Reminder: HUD is offering a Certificate-of-Completion for completing four of the seven sessions within the HMIS Foundations track. To earn credit for completion of this session, please make sure you included your contact details when the session began.

HUD Certificate of Completion

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Thank You!

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Joan Domenech Program Manager CSH Joan.Domenech@csh.org Brian Roccapriore Senior Technical Assistance Provider The Cloudburst Group Brian.Roccapriore@cloudburstgroup. com